Presented by the M & E staff at the FMOH

1. Best Practices in
Monitoring and Evaluation of
FMOH-Wide Performance
Implementing Best Practices in ME
CBS/GDHPD
Khartoum, Sudan
September 9, 2004

2. Why evaluate? why monitor?
 To enable FMOH departments & programs
to make data-based decisions
 To continually improve systems and
performance

3. Learning objectives
By the end of the session, we will…
 Understand the concepts of monitoring
and evaluation
 Understand how to design a monitoring
and evaluation plan
 Be introduced to the best practices in
monitoring and evaluation of a given
department/program

4. What is evaluation?
 Evaluation is the application of rational
/research techniques to improve the ways
dept/programs are conducted, from the
earliest stages of design through
development and implementation

5.  Evaluation includes monitoring and impact
assessment
 Monitoring determines how well the planned
activity is carried out at different levels and
tracks change that occurs over time
 Impact assessment measures the extent to
which the change can be attributed to the
program intervention (cause and effect)
What is monitoring?

6. What is a M&E plan?
It is a tool that utilizes simple data
collection and analysis methods and
techniques to encourage the use of data
at all levels for continuous program
improvement

7. How do we develop a M&E plan?
Brainstorming session
 Participants develop a list of steps to design
a monitoring and evaluation plan for a
priority area (e.g. to improve managerial
performance and/or the quality of healthcare
services
 Participants also brainstorm on “do’s and
don’ts” for each step

8. Step one
 Construct a M&E ownership (department
focal point, task force, team, working
group) to ensure participation of all
stakeholders

9. Step two
 Review/revise/update dept/program
priorities, results framework, strategic and
implementation plans
 The M&E plan is an integral element of a
dept/program’s and FMOH overall strategy
and should flow directly from the strategy

10. Step three
 Develop/revise/update dept/program’s
performance measures (realistic
indicators) in accordance with the strategic
plan
 Limit the number of performance
indicators to the most essential

11. Step four
 Identify data resources and data collection
methods and techniques
 Make maximum use of the existing data
rather than collecting new data

12. Step five
Construct the M&E cycle and implement!
1. Set M&E priorities
2. Develop M&E methods
3. Develop M&E plan
---------------------------------
4. Collect/analyze data
5. Set/review realistic targets (thresholds/benchmarks)
6. Develop action plans /workplans
7. Implement
8. Go back to # 4

13. An illustrative M&E Roadmap
Set PrioritiesSet Priorities
Develop Results FrameworkDevelop Results Framework
Develop M&E Plan and IndicatorsDevelop M&E Plan and Indicators
Collect DataCollect Data
Monitor/Re-
Evaluate
Monitor/Re-
Evaluate
Analyze DataAnalyze Data
Re-Design
Workplans
Re-Design
Workplans
Set Targets
(Thresholds)
Set Targets
(Thresholds)

14. Reflection
 M&E is a program asset, not a burden
 Own your M&E plan and use it for
continuous program improvement

15. What is Standard ?
Norm/Guideline/Protocol
 Agreed upon statement on
expectation of best performance or
practice
 Example: Licensed MD is available at
the ED 24/7

16. What is Threshold (Benchmark)?
 Acceptable (trigger) point of best
performance or practice in quantitative
figure (%)
 Example: 85% TB Cure Rate
(WHO/DOTS Recommended

17. What is Indicator?
 An indicator is a measure that offers
evidence about a status or condition. It
answers the question: “What can we see
that tells us something is true”

18. Examples of Indicator
 Number % of TB patients diagnosed and
completely cured in 2003
 Number % of staff members did not attend
CBS in August
 Number of departments fully implemented
plans for Q3
 Compliance rate of ARI protocol